Administrative Assistant

Talentify; Philadelphia (Philadelphia County); On-site; USD 41,000 - 44,000; Full time

Job summary

Aston Carter is seeking an Administrative Assistant to provide essential administrative support, act as the main reception contact, and coordinate various office functions in Philadelphia, PA.

The role emphasizes calendar management, document preparation, confidentiality, and collaboration with IT tools. This onsite position offers contract-to-hire opportunity with competitive hourly pay and benefits eligibility.

Qualifications

• 3+ years of experience as an administrative assistant
• Proficiency in Microsoft Office Suite and other productivity tools
• Experience in calendar and schedule management, coordinating meetings and events
• Strong skills in document preparation, proofreading, and formatting reports
• Accuracy and confidentiality in data entry and record-keeping
• Basic IT troubleshooting and familiarity with collaboration tools (Teams, Zoom, Google Workspace)
• Experience in travel coordination and expense management
• Office management tasks: ordering supplies, inventory, and office readiness

Responsibilities

• Provide professional administrative support including main reception duties, answering and directing telephone calls, and greeting employees and visitors.
• Distribute and collect visitor building access cards.
• Schedule conference calls and coordinate catering for meetings.
• Maintain conference rooms and kitchen areas.
• Update office inventory supplies and coordinate with local building management.
• Address general visitor and employee inquiries.
• Provide support for operational functions such as accounting, marketing, and human resources.
• Type, revise, and combine materials including correspondence, reports, and proposals.
• Proofread and edit documents for grammar, spelling, punctuation, and formatting.
• Complete word processing and database administration tasks as needed.
• Provide travel arrangements and support for miscellaneous administrative projects.

Skills

Calendar management

Document proofreading

Travel coordination

Data entry accuracy

Confidentiality

Administrative support

Communication skills

Independent worker

Education

High School diploma or equivalent

AS or BS preferred

Tools

Microsoft Office Suite

Teams

Zoom

Google Workspace

Job description

Job Title: Administrative AssistantJob Description

In this role, you will provide essential administrative support to staff, serving as the main reception contact and coordinating various office functions. Your role is pivotal in ensuring smooth operations and assisting with diverse administrative tasks.

Responsibilities

• Provide professional administrative support including main reception duties, answering and directing telephone calls, and greeting employees and visitors.
• Distribute and collect visitor building access cards.
• Schedule conference calls and coordinate catering for meetings.
• Maintain conference rooms and kitchen areas.
• Update office inventory supplies and coordinate with local building management.
• Address general visitor and employee inquiries.
• Provide support for operational functions such as accounting, marketing, and human resources.
• Type, revise, and combine materials including correspondence, reports, and proposals.
• Proofread and edit documents for grammar, spelling, punctuation, and formatting.
• Complete word processing and database administration tasks as needed.
• Provide travel arrangements and support for miscellaneous administrative projects.

Essential Skills

• 3+ years of experience as an administrative assistant.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• Experience in calendar and schedule management, including coordinating meetings and events.
• Strong skills in document preparation and management: drafting, proofreading, and formatting reports and presentations.
• Accuracy and confidentiality in data entry and record-keeping.
• Basic IT troubleshooting and familiarity with collaboration tools (Teams, Zoom, Google Workspace).
• Experience in travel coordination and expense management.
• Capability in office management tasks: ordering supplies, managing inventory, and maintaining office readiness.

Additional Skills & Qualifications

• High School diploma or equivalent; AS or BS preferred.
• Excellent verbal and written communication skills.
• Flexibility and ability to prioritize and handle multiple tasks.
• Ability to work independently and take direction from various managers.
• Self-motivated, well-organized, detail-oriented, reliable, and punctual.
• Ability to handle confidential information.
• Preference for prior administrative experience with a civil engineering consultant or architectural design firm.
• Preference given to local candidates.

Work Environment

This position is located in Philadelphia, PA. The work environment is fast-paced and multi-disciplinary, requiring strong communication and organizational skills. The office culture is employee-owned, encouraging active participation and collaboration.

Job Type & Location

This is a Contract to Hire position based out of Philadelphia, PA.

Pay and Benefits

The pay range for this position is $30.00 - $32.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Philadelphia,PA.

Application Deadline

This position is anticipated to close on Oct 9, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.